Procurement & Administration Manager at Africa Harvest

Procurement & Supply Chain Management

• Negotiate and manage contract terms with suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from AHBFI Nairobi and Field Offices.
• Ensure Service Level Agreements (SLAs) for purchase and delivery of supplies, equipment and services are agreed with supported departments, monitored, periodically reviewed and updated.
• Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its implementation.
• Ensure that AHBFI purchasing policies and processes are in place and updated regularly to meet objectives and operational needs in terms of price, quality, and delivery targets.
• Lead vendor identification, vetting, and selection, evaluate tenders based on key criteria, and conduct periodic assessments to ensure an effective vendor mix.
• Ensure that all purchased goods meet set standards, are fit for their intended purpose and have, where applicable, appropriate inspection certificates.
• Participate in meetings to negotiate procurement contracts with suppliers and vendors and following up to ensure that all contractual obligations are fulfilled within budgetary limitations and in accordance with the performance agreement.

Operational Responsibilities:

• Facilitate the implementation of contracts by suppliers and service providers to ensure that they meet their contractual obligations
• Provide information as required for any petition or investigation to suspend a tender or contractor or any investigation under review procedures.
• Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise client departments of any impact.
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
• Ensure consistent supplier management across the supply base in line with AHBFI procurement policy, while providing proactive and effective solutions to procurement challenges faced by stakeholders.
• Ensure coherence in the procurement function to have positive impact on efficiency and value addition to AHBFI.
• Recommend solutions without compromising quality or service while optimizing cost.
• Inventory Management and Quality Assurance
• Coordinate with inventory and warehouse teams to manage stock levels and avoid overstocking or stockouts.
• Implement inventory optimization strategies to reduce holding costs.
• Ensure that all procured products and services meet the required quality standards.
• Work closely with quality control teams to resolve any quality issues or.

Compliance and Risk Management:

• Ensure compliance with laws, regulations, and internal policies, including local (Kenyan) and international compliance requirements.
• Identify and mitigate procurement-related risks, including supply chain disruptions.
• Collaborate with leadership to assess and address compliance risks in procurement.
• Follow up on audit findings and support corrective action implementation.
• Ensure all purchases have complete documentation and proper filing
• Reporting and Analysis:
• Produce reports to monitor quality and compliance in procurement processes.
• Develop procurement indicators and dashboards to measure efficiency.
• Provide reports to support management decision-making.
• Administration Roles:
• Manage executives' schedules, communications, and local and international travel.

QUALIFICATIONS:

Education & Certifications:

• Bachelor’s degree in Business Administration, Procurement/Supply Chain Management, Logistics or related field.
• Master's degree in Procurement/Supply Chain Management or related field is preferred.
• Professional qualification in Procurement or Supply Chain Management is preferred.
• Member of a relevant procurement professional body (KISM/CIPS).
• Excellent skills in Microsoft Office Tools (Word, Excel, Outlook) and google workspaces.
• Valid Certificate of Good Conduct.

Experience:

• At least 5 years of relevant experience in a non-profit organization, including 2 years in a supervisory role.
• Proven experience in an administrative position, such as Executive Assistant, with exposure to senior management.
• Knowledge of donor rules, procurement regulations, and experience in procurement and contract management within the non-profit context.